Setting up your first project in Zaptiz Construction

This guide walks through setting up your first project in Zaptiz Construction, the ERP for construction contractors. You will create your account, configure your company, add a client, bring in a BOQ, prepare a quotation and award the contract so the project, its terms and its budget are in place.

Zaptiz Construction plans are set with you based on users, projects and AI capacity. If you do not have access yet, contact sales for a quote.

The path

Step	What you do	Result
1	Register	Account created
2	Enter the email code	Email verified, you are signed in
3	Company, tax and finance wizard	Company ready to transact
4	Add a client and site	Client record with GSTIN
5	Build or import the BOQ	Priced scope of work
6	Quote from the BOQ	Quotation for the client
7	Award the contract	Project with retention, advance and LD terms

Step 1: register

Go to Get started and choose Zaptiz Construction. Enter your full name, email and a password. You do not enter company details at this point; that comes after verification.

Step 2: verify your email

Zaptiz sends a verification code to your email address. Enter it to verify your account. Your session starts only after this step. If the code does not arrive, check your spam folder and request a new one.

Step 3: complete the setup wizard

A three-step wizard configures your company. You can leave and return; it resumes where you stopped.

1. Company: your company’s name and details.
2. Tax: your GST details. These matter because place of supply and the CGST/SGST or IGST split are worked out from them and from each site’s location.
3. Finance: your finance settings for billing and accounts.

Take care with tax details now. Correcting them after invoices exist is far more work.

Set up your team

Zaptiz Construction has nine company roles: Company Admin, Project Manager, QS or Estimator, Site Engineer, Store Keeper, Procurement Manager, Accountant, Safety Officer and QA/QC. Access can be limited to project teams, and you decide per member whether they can see financial figures. Money fields are removed on the server for roles without financial access. Maker-checker rules separate the person who prepares a record from the one who approves it.

Step 4: add a client and site

1. Create the client. Clients can be government, PSU, developer or private.
2. Add the client’s GSTIN and contacts.
3. Add the site. The site’s location is the place of supply on your invoices, so enter it correctly.

If the work started as an enquiry or tender, you can track it as a lead first, with the tender reference and bid due date, and move it to Won when you are awarded.

Step 5: build or import the BOQ

You have three ways to create the bill of quantities.

Import from Excel

Most contractors receive the BOQ as a spreadsheet.

1. Upload the Excel file.
2. Map its columns (item number, description, unit, quantity, rate and so on) to the BOQ fields.
3. Save the column mapping. Next time a client sends a BOQ in the same format, the mapping is reused.
4. Check the imported sections and items.

Generate a draft with AI

If you have scope text or a messy Excel or PDF, the BOQ Generator agent can turn it into an unpriced draft BOQ. Review every line before you use it.

Build it by hand

For small jobs, create sections and items directly.

Add rates with rate analysis

Build up each item’s rate from material, labour and equipment, with wastage, overheads and profit. The Rate Suggestion agent can fill blank rate-analysis coefficients, using your own library first, as a draft for you to check.

When the BOQ is ready, approve it. Revisions are kept as snapshots, so you can always see what changed.

About drawings

You can upload drawing sets as PDFs, with sheets named automatically, and use the viewer’s scale calibration and ruler to check dimensions. Area, count and quantity takeoff is coming soon, so quantities still come from your BOQ or your own measurement for now.

Step 6: prepare the quotation

Create a quotation from the approved BOQ. Revise it as negotiations progress. Quotations can be sent to the client by email or WhatsApp. Documents in Zaptiz Construction are sent as email or WhatsApp messages rather than as PDF attachments.

Step 7: award the contract

When the client confirms, award the contract. Award is where the commercial terms are fixed:

• Retention percentage.
• Advances, such as a mobilisation advance, and how they are recovered.
• Defect liability period.
• Liquidated damages (LD) terms.

Awarding creates the project with these terms. From the contract BOQ, Zaptiz derives a budget at cost, with variance by cost head and phase, and the cost ledger starts recording committed and actual cost as purchase orders, GRNs, labour muster, plant logs and subcontract bills are recorded.

After award

• Set up the schedule with work-breakdown phases, weightage, planned dates and milestones.
• Start daily progress reports, labour muster and plant logs on site.
• Raise material requests and purchase orders as work begins.
• Bill progress with RA bills, covered in Running RA bills in Zaptiz Construction.

Next steps

• Detailed screens and settings are on Docs.
• Understand the cost side in Controlling construction project cost with budgets and a live cost ledger.
• Book a demo to set up your first project with the Zaptiz team.